Job Description

Aga Khan Foundation

The position

The Facilities and Operations Manager will be responsible for all aspects of repairs & maintenance including plumbing, air conditioning, electrics, building fabric, health & safety and emergency support and requires the postholder to be hands on, supporting the maintenance team with technical support, knowledge & coordination as well as executing PPM plans, managing contractors and overseeing and inspecting works.

KEY RESPONSIBILITIES

AKC Building Operations

• Oversee and manage the teams responsible for reception, security and cleaning.
• Prepare and keep up to date the Facilities Management (FM) Plan for AKC, covering each 'hard' and 'soft' service, planned preventative maintenance and lifecycle replacements, ensuring a safe, high-quality operating environment.
• Act as first point of contact for technical support, resolving issues in-house where possible and allocating the correct supplier to reduce callouts.
• Manage, plan and monitor day-to-day repairs and maintenance, ensuring works are completed on time and to a high standard, in line with the approved FM plan.
• Coordinate and manage suppliers working in and around AKC, checking and approving completed work for budget, timescale and quality.
• Receive, review and act on suppliers' reports (e.g. lifts, eye bolts, water sampling, lighting protection), resolving defects and providing technical advice to ensure legislative compliance.
• Maintain maintenance and H&S documents, registers, systems and asset registers, acting as knowledge-holder for Operation Manuals, as-built drawings, maintenance records, licences and operating certificates.
• Monitor maintenance supplies, spares and stock levels to ensure availability.
• Own the H&S policy for AKC, liaising with outsourced consultants to ensure compliance and required checks.
• With the AKC IT team and external providers, maintain core building services systems including FM, Room Booking and Security.
• Drive environmental, energy, water-saving and recycling initiatives; deliver minor projects to optimise space and support major projects; support retail tenant relationships; and ensure gardens and grounds are well maintained.
• Liaise with the Estate Landlord, their agents and other KX Estate building managers on estate management, security, the public realm and neighbourly relations.
• Respond to emergencies or other urgent issues involving AKC.

AKC Building Administration

• Prepare the annual operational plan and budget, provide commentary for the monthly finance report and work with the Property Finance Manager to keep forecasts current.
• Lead supplier procurement for building management.
• Approve supplier invoices and staff expenses within budget, seeking approval for any excess spend.
• Embed safeguarding across operations, supplier contracts and policies.
• Review service standards and benchmark costs against comparable buildings for value for money.
• Manage SLA standards, KPIs and targets for the team.
• Own and maintain the building management risk register.
• Attend AKF(UK) Property Committee meetings.
• Work flexibly to support events and incidents outside regular hours.
• Complete Security Audit actions promptly and keep policies current, including the Critical Incident Plan and Office Security Plan.

AKC Events

• Support the events management team with large and complex events (car parking, traffic control, security, first aid, hospitality) and with dismantling, removal and clearing afterwards.

People Management

• Promote a culture of teamwork, service, quality, transparency, accountability, innovation and continuous improvement across the building management team.
• Supervise, coach and mentor staff, building a skilled, motivated team that exemplifies AKF (UK) values and behaviours.
• Set and evaluate annual performance objectives in line with AKF (UK) procedures.
• Identify staff with advancement potential and support their development as part of succession planning.

The requirements

​​​​​​​QUALIFICATIONS, EXPERIENCE, SKILLS, KNOWLEDGE, ATTRIBUTES & BEHAVIOURS

Qualifications

• A degree in Facilities Management or similar qualification would be an advantage.

Experience

• Managing staff and third-party contractors.
• Managing complex mechanical, electrical and plumbing systems.
• Managing planned preventative maintenance for hard and soft services.
• Working in a complex, multi-stakeholder environment.
• Planning programmes of maintenance work in line with building requirements and identifying gaps in the maintenance strategy.
• Identifying trends and developing/implementing management reports.
• Working in a similar field, e.g. school, university or charity.

Skills

• Good interpersonal, customer care and liaison skills with a wide range of stakeholders, including confidence with people at all levels.
• Ability to explain technical issues to non-technical personnel.
• Ability to work both strategically and operationally, managing time, plans and related tasks to meet and surpass targets.
• Ability to lead, inspire and motivate a team to meet objectives.
• Excellent written and verbal communication and presentation skills in English.
• Commercially aware with good negotiating skills.
• Good numeracy skills.
• Capable of working independently and collaboratively as part of a wider team.
• Self-motivated, action-focused, professional and proactive, with a proven ability to deal with change.

Knowledge

• Statutory legislation (Pressure Systems Safety Regs, HSG 274 Parts 1-3, 17th Edition Electrical Regs, LOLER, Working at Height Regs, etc.) and ability to verify related certification.
• Thorough understanding of building systems (HVAC, electrical, plumbing, fire safety).
• Working knowledge of a CAFM system (Concept Evolution, TABS FM etc.) and of Microsoft Word, Project, Excel and PowerPoint.
• Awareness of sustainability and energy efficiency practices.

Attributes

• Demonstrates equity, transparency and integrity with high ethical standards; fair, honest and trustworthy, inspiring trust and respect for confidentiality.
• Respectful of diversity, culture, values and faith; compassionate, empathetic and courteous to all, regardless of background, religion, gender or age.
• Committed to acting ethically and upholding safeguarding standards towards all staff, volunteers and beneficiaries.

Behaviours

• Communicates clearly and concisely across a broad range of stakeholders; simplifies complex ideas; listens and adapts style to the audience.
• Builds and maintains effective stakeholder relationships, adapting approach to achieve results.
• Customer-focused and flexible, putting others' interests at the centre of decision-making and fulfilling AKF's mission.
• A supportive, proactive team player who fosters knowledge-sharing and team learning.
• Inspires self and others to strong performance; embraces new challenges; gives and receives balanced, timely feedback.
• Open to change; adapts methods for new uses and challenges conventional thinking to improve systems and processes.
• Enterprising, seeking alternative solutions and building networks for problem-solving and organisational learning.
• Committed to high-quality, cost-effective results, with a clear vision that inspires others.

Region

Europe

Salary

Salary and package to attract the best candidate